General terms & conditions

Online Registration and payment

You will always receive a confirmation of your booking. If you do not receive anything, please contact the organising committee through the website to make sure that we have received your booking. 
If possible, please use the on-line payment opportunity while registering on-line for the conference. Otherwise, please check alternative payment possibilities by contacting us through the conference website.
Fees are always presented VAT included, if applicable. Under EU Customs and Exsise Regulations, delegates from all countries are required to pay VAT on any event taking place in the EU. 

Participant Cancellation Policy and refunds

Substitutions may be made at any time, by advising the conference organisation committee through the website by written notice of any change of name. 
Cancellations should be sent by written notice and cancellation fees will apply as follows:

  • Cancellation notice prior to 60 days before the start of the event:
    registration fees will be refunded, less €125,00 processing charges (these charges are reduced to 40% of the payment in case the registration fee is less than €125,00)
  • Cancellation notice between 60 days and 30 days prior to the start of the event: 50% of the registration fees will be due, with a minimum of €125,00 (except when the registration fee is less than €125,00)
  • Cancellation notice less than 30 days before the start of the event: no cancellation refund can be given

In case an abstract is not accepted for presentation at the symposium, no cancellation fee will be due. For the other cases the cancellation policy applies.

Exhibitor Cancellation Policy

Cancellations should be notified by written notice to the Symposium Secretariat.The following cancellation charges will apply:

  • Cancellation notice prior to 60 days before the start of the event: 50% of the total fees paid or payable by the Exhibitor
  • Cancellation notice between 60 days and 30 days prior to the start of the event: 75% of the total fees paid or payable by the Exhibitor
  • Cancellation notice less than 30 days before the start of the event: 100% of the total fees paid or payable by the Exhibitor

Any outstanding payments should be paid within 14 days of the cancellation confirmation email sent by the Symposium Secretariat.

Data Protection Policy

The Local Organising Committee collects and processes your personal data (name, email address, job title, company, workplace) in a lawfully, fairly and transparant manner.
You have the right to access, rectify and erase your personal data. You can exercise this right by contacting the organising committee through the conference website.

We will use your data to:

  1. register your attendance at the conference and workshops
  2. provide you with attendance certificates
  3. inform the relevant SIG Chairs which group you will be attending
  4. display your abstract in the conference booklet and poster presentation sessions
  5. share your information with EADPH board members and sponsors if relevant

The Local Organising Committee shall ensure that personal data is stored securely using modern software that is kept-up-to-date. Access to personal data is limited to personnel who need access and appropriate security will be in place to avoid unauthorised sharing of information. When personal data is deleted this will be done safely such that the data is irrecoverable. Appropriate back-up and disaster recovery solutions will be in place. We do not keep your personal information for longer than necessary for the purposes for which it is collected.

Please check also the data protection policy on the website of the European Association of Dental Public Health for more information.

Programme

Statements made by speakers are their own opinion and not necessarily that of the organisation they represent nor of the organisers. Speakers and agendas are subject to change without prior notice, allthough the upmost will be done by the organisers to limit inconveniences of this type. Audiovisual taping is prohibited without prior written consent from the organisers.

Pictures & Video Waiver

During the conference, photographs and video's might be taken by the organisers and uploaded on the website or included in newsletters. If a delegate does not agree, they can opt out by letting the Communications Officer know in writing or verbally at the conference. Please note that taking photographs of the presentations shown on screen is strictly forbidden unless there is permission of the presenter.

Liability and Insurance

Neither the Local Organising Committee nor EADPH will assume any responsibility whatsoever for any damage or injury to persons or property during the symposium. The participants are recommended to arrange their personal travel and health insurance.

In the unlikely event that the Local Organising Committee shall deem it necessary to cancel the event, all pre-paid registration fees will be reimbursed. EADPH, nor the Local Organising Committee shall be liable for reimbursing travel costs or accommodation arrangements made by individual delegates.